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RFP: Organizational Review, Leeds, Grenville and Lanark District Health Unit

Brockville, Ontario
Deadline April 26, 2011

A. Guidelines for Submission of Proposals

1. Purpose and Scope of Project

The Health Unit would like to conduct an ORGANIZATIONAL REVIEW, in order to determine the optimal service delivery model, including the organizational structure, to most effectively and efficiently deliver priority programs and services, and be responsive and flexible to the ongoing needs of the community.  

2. Deliverables:

The key project deliverable is a written report that includes the following sections. It is expected that the report will be presented to the Board of Health, the Senior Management Committee, and health unit staff.

  1. Background, purpose and objectives of the review.
  2. Methods used in the review.
  3. Strengths, weakness of past and current service delivery models, and opportunities for improvement
    1. Results of focus groups/engagement conducted with staff, management, partners, and public.
  4. Review of other Ontario public health service delivery philosophies, models, structures and locations, etc.
    1. Description of existing options for service delivery models.
    2. Key learning’s from the review with guiding principles.
  5. Review of the management literature for service delivery principles and effective models for public health in a rural context
  6. Options and recommendations for the service delivery model, in keeping with organizational values
    1. Options and recommendations for principles and paradigm for service delivery
    2. Options and recommendations regarding the number and locations of health unit offices/service delivery sites beyond the primary offices of Smiths Falls and Brockville.
      1. Staff that would be located in these offices
      2. Services that would be provided from these offices.
    3. Options and recommendations regarding organizational structure including an organizational chart depicting reporting relationships between and within departments.
  7. Recommendations for Implementation Plan

B. Background

2. 1 Organization Description

  • The Leeds, Grenville and Lanark District Health Unit (LGLDHU) is a local public health organization, covering a 6,329 square km area in Eastern Ontario, with a population density of 25.7 people per km.  The southern part of our area borders the St. Lawrence River between Kingston and Cornwall, extending north into the Ottawa Valley. The population of Leeds, Grenville and Lanark is 170,205 people, the majority of whom live in a rural environment (58%).
  • The total budget for the LGLDHU is approximately 12 million dollars, received primarily through general public health funding cost-shared by the province and local municipalities on a 75:25 ratio.  We also receive some 100 percent provincial funding, which adds to the base public health budget and FTE complement. As we are a service delivery organization, approximately 85% of the LGLDHU’s budget is for staffing requirements.
  • There are a total of 142.14 FTEs, filled by approximately 154 staff working in a wide range of public health professionals, including public health nurses, registered practical nurses, public health inspectors, dental hygienists, dental assistants, dietitians, speech-language pathologists, family home visitors, epidemiologist, evaluation specialist, and a variety of support staff, including management and support staff.
  • Staff is distributed throughout 4 offices in the tri-county; the main office located in Brockville and satellite offices located in Smiths Falls, Kemptville and Gananoque.
  • The organization is structured into 6 departments and has a relatively flat organizational structure, with 1 CEO, 6 directors and 3 manager positions.
  • The LGLDHU is governed by a Board of Health, consisting of 7 municipal representatives and 6 provincial representatives.  

2.2 Organization Mandate, Mission, Vision, and Values

  • Strategic direction and provincial priorities are established by the provincial government for all local public health organizations in Ontario, whose legislative mandate comes from the Health Protection and Promotion Act.  
  • The guiding purpose of the HPPA is to “provide for the organization and delivery of public health programs and services, the prevention of the spread of disease and the promotion and protection of the health of the people of Ontario.”  
  • The Ontario Public Health Standards (OPHS) are published by the Minister of Health and Long-Term Care under his/her authority in Section 7 of the HPPA and specify the minimum mandatory programs and services with which all Boards of Health must comply.  
  • Local public health organizations must deliver this core set of services according to the OPHS, but are also required to tailor local service delivery based on the four foundational principles contained in the OPHS, namely: need, impact, capacity and partnerships/collaboration.   
  • The LGLDHU has developed an agency strategic plan, entitled ‘Moving Upstream’ and has adopted the following mission statement: “we work with the community to enhance, promote, and protect health”. Our organizational values are: integrity, respect, caring, accountability, fairness and excellence.  We have adopted a continuous quality improvement philosophy and principles to guide us in our pursuit of excellence.

2.3 Project Context: Program Review and Prioritization Process

  • The Ontario Public Health Standards (OPHS) were released in October 2009, and were an update of the former Mandatory Public Health Programs and Services Guidelines.  
  • The Health Unit was unable to achieve full compliance to the former Mandatory Health Programs and Services with available levels of financial and human resources. The OPHS were released by the province with additional program requirements and protocols, but without any corresponding increase in provincial funding.  
  • The new OPHS requires the modification, to varying degrees, of existing local programs and services and in certain cases, the development of new programs and services.  
  • Therefore, the LGLDHU has initiated the program review process: a sound decision making and priority-setting method, based on multiple sources of evidence and proper documentation, in order to ensure that program and resource allocation decisions made have a strong and documented rationale and resources are allocated in the most effective and efficient manner.
  • The ultimate goal of the program review process is the effective and efficient delivery of programs and services to meet requirements in the new OPHS.  The objectives were to:
    1. To systematically assess OPHS requirements based on need, impact, capacity and partnerships/ collaboration.
    2. To set priorities for delivery of OPHS requirements.
    3. To determine the levels and types of human and other resources required for OPHS implementation.
    4. To allocate current human and financial resources to OPHS requirements.
  • The program review was an evidence-based planning and prioritization process which consisted of 7 steps, including a situational assessment, setting of priorities and allocating of resources.
  • Currently, the program review process is virtually complete.  Final results will be presented to the Board of Health at the end of April, 2011 and implementation of program and service changes will begin in May, 2011.  A process is developed for ongoing monitoring and evaluation of programs and services.

 

Outputs from the program review would made available to the successful consultants, including a ranked list of program requirements, minimum levels of service and program operational plans for 2011 and longer–term levels of service that will be incorporated into a long range human resource plan.  Other key documents that will be provided include the Ontario Public Health Standards and the organization’s current strategic plan.

C. Requirements and Qualifications:

  • Written proposals are invited from consultants with experience in organizational review, management, business administration.
  • Experience in the public/health sector and service delivery in rural communities is preferred.
  • Available from May 23 to October 31, 2011 to complete the project.
  • Willingness to give a presentation of the submitted proposal to an Advisory Committee.  In-person presentations are preferable, but remote presentations can be arranged.
  • References will be required for consultants chosen to provide a presentation.

D. Timelines

  • Proposals due: April 26, 2011
  • Selection of proposals for presentation: May 2, 2011
  • Presentation of RFPs: May 9 – 13, 2011
  • Decision-making and selection of successful applicant: May 13, 2011
  • Attend meeting with health unit representatives to discuss expectations and ask questions:  week of May 23, 2011
  • Weekly discussions with contact person to monitor progress and answer questions: May 23 to October 31, 2011.
  • Final project/process, including all deliverables:  October 31, 2011

Guidelines for Submission of RFPs:

  • Length: no more than 5 pages, excluding budget.
  • Format: electronically as a Word document or PDF format.  Health Unit will maintain the confidentiality of the material submitted.  Facsimile or digital letters will be accepted, in Word or PDF format.  
  • All materials and copies must be received by Health Unit 4:30 pm, April 26, 2011.
  • The following headings and topics are presented as a general guideline for the preparation of the expression of interest:
    • Name, address and affiliation of the principal applicant.
    • Understanding of the scope of the work.
    • Description/rationale for interest in the project.
    • Previous experience in management consulting, working in rural communities, etc and description of previous work in similar projects
    • Work plan and timetable, demonstrating what steps would be taken and how the project could be completed by the deadline.
    • Expectations of the Health Unit
    • Resources required for each step of the workplan
      • Describe role of all individuals on the project and their previous experience with this role.
    • Total budget proposed for the project, including applicable taxes.

2.5 Contact Information:

Please direct questions and submit letters of interest to:

Paula Stewart
Medical Officer of Health
The Leeds, Grenville and Lanark District Health Unit
458 Laurier Blvd.
Brockville, ON
K6V 7A3
Phone: (613) 345-5685
Fax: (613) 345-498-1096
Email: paula.stewart@healthunit.org